To aid familiarisation to the programme a company payroll, Soap plc ,
is already set up.
The database of a company payroll resides in the directory "/home/payroll/payrollbash-1.0?/database".
The files are :
- employee.db
- pay.dbM
- pay.dbW
- payded.db
- org.db
A copy of these files has been placed in :
~/database/training
so you can trash and replace at will up until the time you wish to create your own payroll.
1.1:Creation of Employee Payroll Database
If you select Monthly Payroll/Input:
from the menu bar you will see one of the the following screens:
If you have less than 25 employees all are listed:
If you have 25 or more employees then a drop down box is used:
This is where you set-up(create) and edit the employee payroll data.
Select BUT01 and Edit to get to the next screen:
Try the following.Delete the hour rate and hit Update Employee:
To edit the hour rate enter 6.6667 and hit Update Employee:
1.2:Example of creating of Employee Payroll Record
The following is an example of creating a new employee record. As the fields are entered
a detailed analysis of what is valid will be given.
Ok. Its still the beginning of the tax year and Pauline Fowler has yet to be entered.
Type: Fowler ...........and Hit Make .
1.2.1:Name
You will see now that the field "eecode" is FOW02.
The "eecode" is programme generated and cannot be edited/deleted.
As Lisa Fowler is FOW01 the programme allocates FOW02 to Pauline Fowler.
The last name supplied must be at least 3 characters long - excluding spaces,hyphens and other punctuation ( which is ok but not for the 3 characters required
for the "eecode" ). Failing this requirement returns you to the where you were originally . Having been through my local telephone directory I realise that
there are valid 2 letter surnames eg., Ng . If you should "hire" such an "alpha" deficient individual you could enter ,for eg. Nga and then edit the Surname later.
1.2.2:Tax Code
Type: 456L ............(you can type lower case letters).
1.2.3:Tax Basis(Week 1)
Tax basis.The only accepted response is Y , y , N , n .
This field is compulsory.
Select: n
1.2.4:NI Code
The only accepted response is a valid NI Table Code such as A,D or X if the
employee is not subject to National Insurance (such as under 16's).
Select: C ................(This is invalid because Pauline has not reached retirement
age . However it is accepted !!!!. If after completing all the fields you return to the Main Menu
and run "Health Check" the error will be reported if the date of birth field is completed ).
1.2.5:Basic Salary/Wage
The monthly salary or weeky wage. Any value from 0 upwards is accepted.
This field is compulsory.
Type: 856.78
1.2.:Hour Rate
This is what will be paid for overtime at single rate. The programme
will use this figure to calculate overtime over the varying rates ie.,
time-and-a-half,double time etc.
The figure must not exceed 99.9999.
This field isn't compulsory as salaried staff may not be paid overtime.
Type: 5.3977
1.2.7:Starter
If you set up a new employee after the 1st period in the year ie., week 1/month 1, then
this field is compulsory . Place "S" in field.
Otherwise this field is empty.
1.2.8:Starter Cum Pay
If you have entered "S" in "starter" then enter the P45 figure. If not known or
not applicable enter "0". You can edit this field in later periods and the tax will
be automatically recalculated .
Otherwise this field is empty.
1.2.9:Starter Cum Tax
If you have entered "S" in "starter" then enter the P45 figure. If not known or
not applicable enter "0". You can edit this field in later periods and the tax will
be automatically recalculated .
Otherwise this field is empty.
1.2.10:Leaver
After the last pay period run-down enter "L" in this field. This will stop payroll
processing this employee. At year-end run-down leavers are removed from the active monthly
or weekly database but their details remain in the employee database.
1.2.11:Leave Date
Date Format accepted is "dd/mm/yyyy". It will accept "d/m/y" and pad the missing "0"'s
automatically. This is required for year-end P14 completion.
1.2.12:Director
[ Currently the programme can only cope with simple "Director" profiles . If the Director changes
National Insurance Table Code through the year then it is back to pen & paper. ]
A Director is treated differently from other staff for National Insurance Class 1 deduction
purposes. Place "D" in this field if approriate. If the Director resigns but continues to be
on the payroll then enter "R" in this field . The ex-Director will be continued to be assessed
as a Director for NI purposes until the year-end. The programme will erase this field if "R" at
year-end run-down.
If the director is an existing employee then make him a leaver and create a new employee .
If "D" had been entered 2 further fields would have been requested to be completed.
DirField1:
- If this is the beginning of the year then enter "1" signifying commence payperiod 1.
Otherwise enter the payperiod that the Director commenced.
DirField2:
- If "DirField1" is "1" then this field can be "P" if the Director elects to
pay NI contributions on a pro rata basis ( if entitled ) or "N" if the Director
declines or is not entitled to the election .
- If the "DirField1" is anything other than "1" then enter the WEEK No. that the
Director commenced the directorship . Thus even though they will most probably
be monthly paid it is the WEEK No. that is required for correct NI calculations.
1.2.13:Name
This is asked for on creation of the employee record but can be edited/changed/hyphenated....
1.2.14:First Name
You can put in more than
one name but as the field on payslips,etc has to have some limit it may be best to just add
initials after the first name.
Enter "Pauline"
1.2.15:Date of Birth
See 1.2.11 : "Leave Date" for accepted date input.
Date of Birth.
This field isn't compulsory.
If supplied it will be used by the ( Main Menu )"E" "Run Health Check" to check for
appropiate NI Tables relating to under 16's,over 60's/65's,etc.
Age is also displayed on the screen automatically. The system date is used in the
calculation.
Enter 12/3/49.
1.2.16:Date of Start
See 1.2.11 : "Leave Date" for accepted date input.
Date of Start. For those that are starters within current tax year.
This field isn't compulsory although is required for correct year-end P14 preperation.
1.2.17:Sex
The only accepted response is M , F .
This field is compulsory.
It is used by the "Health Check" for eg., to ensure that NI Tables appropriate
to Married Women are not allocated to Men.
Select "f".
1.2.18:NI Number
Valid input is in the form of 2 letters,6 numbers and a letter.
If not supplied it will default to for eg., TN280285F where the numbers are the birth date of employee and F is for Female.
If birth date is not supplied it will default to TN999999F or TN999999M according to gender.
1.2.19:Address
Whatever.
These fields are not compulsory although are required for correct year-end P14 preperation.
1.3:Health Check
Run "Health Check" : after each session that executes changes to the employee database it is
prudent to run a health check to pick up gremlins that the localised menu validation routines didn't
detect.
You will see that it has picked-up the wrong NI code that has been entered. Go back and change this to "A"
and re-run "Health Check".
